Policy Rationale
Vermont State University (VTSU) recognizes that students may need to temporarily or permanently leave the institution for various personal, academic, service, or professional reasons. This policy provides a clear and structured process for exiting the university and leave of absences to ensure students can make informed decisions while maintaining class standing and accurate institutional record-keeping.
Policy
Exiting the University
Students who wish to exit the university must do so by completing the Exit/Leave of Absence Form.
Transcripts for students who exit the university will reflect courses and grades consistent with the Course Add/Drop/Withdrawal Policy. Students who exit the university after the drop period and before the withdrawal period ends, will be withdrawn from their classes and receive grades of “W.” Students who exit the university after the withdrawal period will receive earned grades for their courses.
Students who never attend a course, according to the University Census Roster , by the end of the drop period may be administratively dropped from that course. Students who stop attending at any point in the semester and who don’t notify the university via the Exit/Leave of Absence Form will receive earned grades for their courses.
Students who exit the university and are not on an approved Leave of Absence must reapply for admission by submitting an application with the Admissions Office.
Leave of Absence
Students must be enrolled for at least one course per semester (excluding summer semester) to maintain active enrollment status. Students who have completed the Exit/Leave of Absence Form may be granted a reprieve from the active enrollment status and may return to the university, under their catalog year requirements, after an approved Leave of Absence and are not required to reapply for admission to the university. Students who did not submit an Exit/Leave of Absence Form must reapply to the university and, if admitted, will follow the requirements of the new catalog.
Conditions for Approval of a Leave of Absence:
- The student has not currently been academically dismissed from the university.
- The student is not enrolled in a program that requires readmission .
- The student must re-enroll within one year from being granted the Leave of Absence.
In extenuating circumstances, students may be eligible for an approved Medical Leave from the university, in accordance with the Voluntary Medical or Mental Health Withdrawal policy in the University Handbook.
Procedures
Exiting the University
Step 1: Student Initiation
- A student who wishes to exit the University must complete and submit an Exit/Leave of Absence Form.
- The student is encouraged to consult with their faculty advisor or a student success advising staff member before submitting the form to discuss potential implications for their academic progress, financial aid, and future re-enrollment.
Step 2: Processing the Exit Request
- The Registrar’s Office reviews the submitted Exit/Leave of Absence Form.
- The student’s transcript is updated in accordance with the Course Add/Drop/Withdrawal Policy.
Step 3: Notification and Confirmation
- The Registrar’s Office notifies the student of their official exit status via their VTSU email address and any next steps, such as returning to the university in the future.
- If the student receives financial aid, the Financial Aid Office provides guidance regarding the impact of their exit on loan repayment and financial obligations.
Leave of Absence
Step 1: Submission of Request
- The student must complete and submit the Exit/Leave of Absence Form.
- The student should consult their faculty advisor to discuss academic implications and course planning for their return.
Step 2: Approval and Documentation
Step 3: Returning from a Leave of Absence
- To initiate re-enrollment, which must occur within one year from the leave of absence approval, the student must contact their faculty advisor for academic planning and course registration.
- If the student does not re-enroll within the approved period, they must reapply for admission through the Admissions Office.
Medical or Mental Health Leave of Absence
Responsibilities
Students:
- Complete and submit the Exit/Leave of Absence Form when voluntarily exiting the University.
- Consult with faculty advisor or success advising support staff before making an enrollment decision.
- Understand the academic and financial implications of exiting or taking a leave.
- Follow the Course Add/Drop/Withdrawal Policy to determine transcript impact.
- For Leave of Absence: Ensure eligibility and re-enroll within one year.
- For Medical or Mental Health Leave: Contact the Director of Health and Wellness for guidance.
- For readmission after exit: Submit a new application to the Admissions Office if returning without an approved Leave of Absence.
University:
- Provide students with clear information on the impact of exiting or taking a leave.
- Process Exit/Leave of Absence requests and update student records accordingly.
- Ensure transcripts reflect the appropriate grades per the Course Add/Drop/Withdrawal Policy.
- Notify students of their exit or leave status and provide next steps.
- Support returning students by facilitating re-enrollment or the readmission process.
- For Medical or Mental Health Leave: Assess requests and provide guidance for returning students.
Related Documents and Forms
Exit/Leave of Absence Form
University Handbook: Medical Leave
Related Policies
Attendance & Participation in Courses
Course Add/Drop/Withdrawal
Incomplete Grades
Length of Time for Degree Completion
Military: Active Duty & Deployment
Date of Last Approved Revision: March 2025
|
